ManualsPayments2Us Installation Manual Workflows - OptionalHow to send out first automated reminders - account level

How to send out first automated reminders - account level

For first membership reminders at an Account (organisational) level.

The workflow setup process is very similar to the “WORKFLOW: First Renewal Reminder  Contact Level” and “WORKFLOW: Second Renewal Reminder  Contact Level” processes described above.  With the exception of basing the template workflows from “1st Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]” and “2nd Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]”.

 Quick Steps:

  1. Clone Workflow rule "1st Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]" and rename to "1st Account Subscription Renewal Reminder"
  2. Add Immediate Workflow Actions.  Select Existing - Field Update "Set 1st Account Reminder"
  3. Add a Time-Dependant Action. Set it to fire 30 days before Account Subscription End Dates (or time period you would like).
    Add Action - use existing workflow - "Email Alert:  send 1st Account Subscription Renewal Reminder Email"
    Add Action - use existing workflow - "Field Update: set 2nd Reminder Due"
  4. Optionally review and update the renewal reminder email templates.

1. Open Setup

1.1. Search 'Workflow Rules'

2. Read about Workflows and select 'Continue'

This page can be turned off.

3. Select '1st Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]'

Open the circled rule

4. Select 'Clone'

Select 'Clone'

4.1. Re-name the workflow rule '1st Account Subscription' and select 'Save & Next'

5. Select the 'Add Workflow Action'

Select Add Workflow Action under the "Immediate Workflow Actions" Sections.  Then 'Select Existing Action'.

5.1. Add existing field update - Set First Reminder Due

Add existing field update - Set First Reminder Due

Then select Field Update from the Action Type and move "Set First Reminder" to the 'Selected Actions' and Save.

6. Select the 'Add Time Trigger' button

6.1. Set Time Trigger to '30 days before Subscription End Date' and Save

Set Time Trigger to '30 days before Subscription End Date' and Save

Note: You can change the number of days as required if you wish to give more/less notice.

7. Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.

Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.

7.1. Select 'Select Existing Action from the drop down menu

Select 'Select Existing Action from the drop down menu

7.2. Select 'Email Alert' from the Choose Action Type drop down menu

7.3. Add 'Email Alert: send 1st Renewal Reminder Email' and Save

8. Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.

Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.

This Workflow Action is set as a trigger for the 2nd Reminder.

8.1. Select 'Select Existing Action from the drop down menu

Select 'Select Existing Action from the drop down menu

8.2. Select 'Field Update' from the Choose Action Type drop down menu

8.3. Add 'Field Update: set 2nd Reminder Due' and press Save

9. Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.

Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.

This Workflow Action is set as a trigger for the 2nd Reminder.

9.1. Select 'Select Existing Action from the drop down menu

Select 'Select Existing Action from the drop down menu

9.2. Select Task - Add Renewal Sent

Select Task - Add Renewal Sent
  1. Select Tasks from filer options
  2. Click on "Task: Account Renewal Sent"
  3. Add to selected options
  4. Save

10. Select 'Done' button to complete the workflow rule

10.1. Select 'Activate' to begin the workflow process

Select 'Activate' to begin the workflow process

10.2. Set 'Default Workflow User' and Save

If a Default Workflow User has already been set, this step will be skipped.

11. Review email template for 1st Reminder [Setup > Administration Setup> Communication Templates > Email Templates]

Review email template for 1st Reminder [Setup > Administration Setup> Communication Templates > Email Templates]

11.1. Select Payments2Us from the drop down Folder list

Select Payments2Us from the drop down Folder list

11.2. Scroll down to find 'Renewal - 1st Account Reminder'

Scroll down to find 'Renewal - 1st Account Reminder'

A template with a pdf attachment is also available.

11.3. Edit and test your template

Edit and test your template